Sponsorship and Exhibition Prospectus

Transcription

1 Sponsorship and Exhibition Prospectus

2 TABLE OF CONTENTS General Information...2 Forum Introduction...3 Forum Committee...5 Sponsorship...6 Sponsorship Items...7 Advertising Sponsorship Opportunities...11 Exhibition...12 Additional Information For Sponsors & Exhibitors...15 Booking Procedures And Payment Information...16 Sponsorship Booking Form...17 Exhibition Booking Form And Contract...18 Vat Information...19 Terms And Conditions Sponsorship and Exhibition Prospectus

3 GENERAL INFORMATION Date June 14-18, 2012 City/Country Barcelona/Spain Venue International Convention Center (CCIB) Congress Organiser Kenes International FENS Rue de Chantepoulet P.O. Box 1726 CH-1211 Geneva 1 Switzerland Tel: Fax: forum2012@fensforum.eu Website: Participants 6,000 Technical and Exhibition Department Sarit Mor Tel: ext: 563 Fax: smor@kenes.com Sponsorship/Exhibition Rachel Bresinger Tel: ext: 966 Fax: rbresinger@kenes.com Hotel Accommodation For Groups Rachel Gavrieli Tel: ext: 944 Fax: rgavrieli@kenes.com Liability and Insurance The Forum Secretariat and organizers cannot accept liability for personal accidents or loss of or damage to private property of participants and accompanying persons, either during or indirectly arising from the 8th FENS Forum of Neuroscience. Sponsorship and Exhibition Prospectus 2

4 FORUM INTRODUCTION About (Fens) Federation Of European Neuroscience Societies FENS represents a large number of national European neuroscience societies and several monodisciplinary societies. FENS was founded in 1998 at the Forum of European Neuroscience in Berlin and is the successor organisation of ENA, the European Neuroscience Association. FENS was founded with the goals of advancing research and education in neuroscience and representing neuroscience research in the European Commission, IBRO, and other granting bodies. FENS is the European partner of the American Society for Neuroscience. FENS is governed by the FENS Governing Council. The FENS Governing Council is formed by representatives of all member societies. The Council convenes at least once a year and chooses committee members, officers, the venue of the next meeting etc. The day to day FENS administration is delegated to the Executive Committee, as elected by the Council. Members of the Executive Committee are elected for two years, and can be re-elected only once. About Fens Meetings FENS organizes two series of scientific meetings, the FENS Forums and the FENS Featured Regional Meetings, to promote neuroscience research both in Europe at large and in the respective countries of its member societies, and to facilitate the interaction between scientists in and outside Europe. The FENS Forum of European Neuroscience is the largest international neuroscience meeting in Europe, involving all neuroscience societies members of FENS, and held every two years on even years. FENS Featured Regional Meetings are national or regional scientific meetings organized by member societies, alone or in partnership between them, which receive FENS support and label. They are organized every two years, on odd years. 3 Sponsorship and Exhibition Prospectus

5 Previous Forums Year Location 2010 Amsterdam, The Netherlands 2008 Geneva, Switzerland 2006 Vienna, Austria 2004 Lisbon, Portugal 2002 Paris, France 2000 Brighton, UK 1998 Berlin, Germany Previous FFRM meetings Warsaw, September 9-12th Upcoming FFRM meetings Ljubljana, September 22-25th Sponsorship and Exhibition Prospectus 4

6 FORUM COMMITTEE Silvia Arberh Alexander Borst Mara Dierssen Robert W. Greene Patrick Haggard Tadashi Isa Domna Karagogeos Istvan Katona Ole Kiehn Arthur Konnerth Malgorzata Kossut Cenci Nilsson Jon Storm-Mathisen Dionysia Theodosis Alessandro Treves Pierre Vanderhagen Patrick Vuillemier University of Basel Max-Planck-Institute of Neurobiology Center for Genomic Regulation UTSW & VAMC University College London Address The Japan Neuroscience Society University of Crete Institute of Experimental Medicine, Hungarian Academy of Sciences Karolinska Intitute Technical University Munich (TUM) Nencki Institute of Experimental Biology Lund University University of Oslo University of Bordeaux SISSA - Scuola Internazionale Superiore di Studi Avanzati University of Brussels ULB University of Geneva 5 Sponsorship and Exhibition Prospectus

7 Sponsorship Opportunities SPONSORSHIP Sponsor will be given a sponsorship category status dependent upon the total amount of your sponsorship contribution. The total contribution will consist of sponsored items such as advertisements, satellite symposia, sponsorship items and exhibition space. You will benefit from outstanding advantages linked to your sponsorship category. Status will be allocated as follows: Category Minimum contribution Main Sponsor 33,000 Sponsor 23,000 Sponsorship Benefits Benefits will be allocated to sponsors based on the following table: BENEFIT MAIN SPONSOR SPONSOR Sponsor s logo with hyperlink on Forum Website P P Number of Satellite Forum posters permitted to be displayed in the Forum Centre 4 1 Sponsor s logo with hyperlink on Forum website P P Sponsor s logo in the Program P P Forum registrations 4 1 Acknowledgement on Sponsors Board on-site P P Advertisement (Inside Page in the Program) 1 Insert 1 Special Requests Tailored packages can be arranged to suit your objectives. Please feel free to contact the Sponsorship and Exhibition Sales Department to discuss your needs (Contact information provided in the General Information section). Sponsorship and Exhibition Prospectus 6

8 SPONSORSHIP ITEMS Special Scientific Gathering or Workshop *Exact time slots to be advised 13,000 (+VAT*) Sponsor s logo on Forum website Name Linkage to Plenary Speaker of the Forum Program 11,000 (+VAT*) The Plenary lecture will be announced as supported by a non-restrictive grant by your organisation. Sponsor s logo on Forum website Name Linkage to Symposium of the Forum Program 11,000 (+VAT*) The Symposium will be announced as supported by a non-restrictive grant by your organisation. Sponsor s logo on Forum website Name Linkage to a Single Symposium Speaker of the Forum Program Speaker of Symposium will be announced as supported by a non-restrictive grant by your organisation. Sponsor s logo on Forum website 3,500 (+VAT*) Organizations, institutions and companies may sponsor the scientific program by linking their name to parts of the program but not without agreement of FENS and the Local Organising Committee as well as the speakers. 7 Sponsorship and Exhibition Prospectus

9 CD-ROM The cd-rom will contain all of the 2012 Forum Abstracts. The CD will be distributed to all participants from the Sponsor s exhibition booth. Each participant will receive an exchange voucher in their registration kit. Exclusive advertisement on the back cover of the CD-ROM case Exclusive advertisement on the back cover of the exchange voucher Sponsor s logo with hyperlink on Forum website FORUM BAGS The bags will bear the Sponsor s logo and the Forum logo Sponsor s logo with hyperlink on Forum website 8,000 (+VAT*) or provided-in-kind 7,000 (+VAT*) + provided-in-kind *It will be the company s responsibility to pay the relevant tax, shipping and any other extraneous charges. NOTEPADS AND PENS Sponsor will provide the participants notepads and pens. 3,000 (+VAT*) + provided-in-kind The notepads and pens will bear the Sponsor s name/company logo and will be distributed in the participants Forum bags Sponsor s logo with hyperlink on Forum website CYBER CENTER 15,000 (+VAT*) There will be a Cyber Center equipped with workstations where attendees may check s. Your company s logo will be prominently displayed. Opportunity to display company logo on screen saver Opportunity to distribute mouse pads and related promotional gifts from the Cyber Center Opportunity to provide your company s letterhead for the Cyber Center s printers Opportunity to place your own carpet for branding Sponsor s logo with hyperlink on Forum website Sponsorship and Exhibition Prospectus 8

10 COFFEE BREAKS Coffee will be served during breaks on each day of Forum sessions. 4,000 (+VAT*) Sponsorship will be acknowledged on-site and in the Forum Program Sponsor will be given the opportunity to brand the napkins (at an extra cost) Sponsor s logo with hyperlink on Forum website PRE-REGISTRATION AREA 18,000 (+VAT*) The pre-registration area is used during all days of the Forum. This area is used to distribute the Forum registrations to groups and all pre-registered participants. Opportunity to place signage in the pre-registration area Sponsor s logo on Forum website LAPTOP LOUNGE 5,000 (+VAT*) There will be a laptop lounge where attendees may check s using their own laptops. Your company s logo will be prominently displayed. Opportunity to design your own laptop lounge Opportunity to place your own carpet Opportunity to place signage in the Laptop Lounge area Sponsor s logo on Forum website POSTER BOARDS Sponsor s acknowledgment at the entrance to the poster area 7,000 (+VAT*) Sponsor s logo will be displayed on the poster header boards Sponsor s logo on Forum website Acknowledgement on Sponsors List in the Program 9 Sponsorship and Exhibition Prospectus

11 SIGNPOSTING There will be extensive Forum signage around the venue, and the opportunity exists for the Sponsor to support this service and have their company logo on designated signage. Sponsor s logo with hyperlink on Forum website 8,000 (+VAT*) Acknowledgement on Sponsors Board on-site Acknowledgement in the Sponsors List in the Program HOSPITALITY SUITES / MEETING ROOMS PRICE DEPENDING ON THE SIZE OF THE ROOM An opportunity to hire a room at the Forum venue that will be used as a Hospitality Suite. Sponsor will be able to host and entertain its guests throughout the Forum. Sponsors will have the option to order catering at an additional cost. Opportunity to brand the hospitality suite Acknowledgement on directional signage outside suite Sponsor s logo on Forum website PARTICIPANTS BADGE LANYARDS 5,000 (+VAT*) Sponsor will provide the participants Badge Lanyards*and an additional Sponsorship fee Sponsor s company logo will appear on the badge cords and will be distributed to Forum participants Sponsor s logo on Forum website *This item must be approved by Kenes International as well as the Congress Organizing Committee prior to the production. Otherwise, Kenes International will have the right to produce these items and charges will be covered by the Sponsoring Company. Sponsorship and Exhibition Prospectus 10

12 ADVERTISING SPONSORSHIP OPPORTUNITIES Advertisements are available in the following Forum publications: Type Back Page Inside Front Inside Back Inside Page Call for Abstracts & Registration Brochure 4, Final Program 5,500 3,000 3,000 2,000 Mini-Program 5, CALL FOR ABSTRACTS & REGISTRATION BROCHURE (Sole Sponsorship) The Call for Abstracts & Registration Brochure will be distributed to a mailing list. 4,000 (+VAT*) Advertisement on back cover of the Call for Abstracts & Registration Brochure Sponsor s logo with hyperlink on Forum website FINAL PROGRAM The Program will be distributed in Spain to all registered participants. Sponsor s logo with hyperlink on Forum website MINI-PROGRAM (Sole Sponsorship) 5,500 / 3,000 / 3,000 / 2,000 (+VAT*) Exclusive advertisement on the back cover of this pocket size, useful Forum overview. Sponsor s logo with hyperlink on Forum website PROMOTIONAL MATERIAL 5,000 (+VAT*) 3,500 (+VAT*) Inclusion of promotional material, such as leaflets and brochures, in the participants Forum bags. Please note that the material should be provided by Sponsor and must be approved by the Secretariat. Sponsor s product information will be available for all Forum participants Sponsor s logo on Forum website Acknowledgement on Supporters Board on-site Acknowledgement in the Supporters List in the Forum Program Please note that it is the Exhibitor s / Sponsor s responsibility to comply with the local authority s regulations, EFPIA (European Federation of Pharmaceuticals Industries & Associations) and IFMPA (International Federation of Pharmaceutical Manufacturers & Associations) Code of Practice on the Promotion of Medicines. 11 Sponsorship and Exhibition Prospectus

13 EXHIBITION The commercial/technical Exhibition will be held in the International Convention Center (CCIB). SPACE ONLY RENTAL (Minimum of 9 sqm) The price for space only is 350 (+VAT*) per square meter. This includes: Exhibitors badges 100 word company / product profile in the Program Cleaning of public areas and gangways Invitation to the Welcome Reception for registered exhibitors SHELL SCHEME RENTAL The price for shell scheme is 425 (+VAT*) per square meter. This includes: Exhibitors badges Shell scheme frame, basic lighting Fascia panel with standard lettering 100 word company / product profile in the Program Cleaning of public areas and gangways Invitation to the Welcome Reception for registered exhibitors Space Only Package 9 sqm space only Exhibition booth Designated booths: no , Exhibitors badges 100 word company / product profile in the Program Cleaning of public areas and gangways Invitation to the Welcome Reception for registered exhibitors Shell Scheme Package 9 sqm shell scheme Exhibition booth Designated booths: no , Exhibitors badges Shell scheme frame, basic lighting Fascia panel with standard lettering 100 word company / product profile in the Program Cleaning of public areas and gangways Invitation to the Welcome Reception for registered exhibitors Price: 2,900 (+VAT*) Price: 3,500 (+VAT*) ADDITIONAL BENEFITS: When you exhibit your company will receive the following additional benefits: Listing as an Exhibitor on the Website prior to the Forum with link to the Company website Listing and profile in the On-Site Program/ Exhibitor Guide Logo on Forum Website Company name on exhibition signage during Forum **Please note: Space only / shell scheme rental does not include any furniture, electrical usage or stand cleaning. All these services and others will be available to order in the Exhibitors Technical Manual. Sponsorship and Exhibition Prospectus 12

14 ALLOCATION OF EXHIBITION SPACE Space Allocation will be made on a first come, first served basis. A completed Exhibition Booking Form and Contract should be faxed / ed to ensure reservation of a desired location. Upon receipt of the Exhibition Booking Form and Contract, space will be confirmed and an invoice will be mailed. Please note that three alternative choices should be clearly indicated on the application form. Space allocations will be made in the order in which application forms with payment are received. EXHIBITOR REGISTRATION All exhibitors are required to be registered and will receive a badge displaying the exhibiting company name. Two exhibitor badges will be given for the first 9 sqm booked and one additional for each 9 sqm after. Any additional exhibitors will be charged an exhibitor registration fee, to be determined. Companies can purchase a maximum number of exhibitor registrations as follows: Booths of up to 60 sqm 15 exhibitor registrations Booths larger than 60 sqm 25 exhibitor registrations Exhibitor registrations allow access to the exhibition area only and shall be used by company staff only. An exhibitor registration form will be included in the Exhibitor s Manual. EXHIBITORS TECHNICAL MANUAL An Exhibitors Technical Manual outlining all technical aspects of exhibiting will be circulated 3 months prior to the Forum. It will include the following: Technical details about the Venue Final exhibition details and information Contractor details Services available to exhibitors and order forms INSERT AND DISPLAY MATERIALS Please note that all materials entering the venue incur a handling charge. This includes materials for inserts and display. In order to receive a price quote for handling and to assure arrival of your materials, please be sure to complete the Pre-Advise form included in the shipping instructions when you receive either the Exhibition or Symposia Technical Manuals. SITE INSPECTIONS Exhibitors and Sponsors are free to visit the Forum venue at their convenience. Please contact the venue directly to arrange this. Contact information can be found in the General Information Section. 13 Sponsorship and Exhibition Prospectus

15 EXHIBITOR PROFILE Upon receipt of the booking form, you will be asked to please upload a 100-word Exhibitor Company/Product profile to a provided link. This will be published in the list of exhibitors in the Final Program. EXHIBITION TERMS & CONDITIONS The Terms and Conditions of exhibiting are included in this Prospectus. Please note that signing of the EXHIBITION BOOKING FORM AND CONTRACT indicates acceptance of these Terms and Conditions. The Exhibition Booking Form will be held as a valid liable contract, by which both parties will be bound. Hermes-Merkur has been elected as the exclusive handler for all Kenes forumes in The exclusivity of Hermes-Merkur for the handling needs of forumes refers specifically to work inside the venue. Exhibitors may use their own couriers up to the venue door and from outside of the venue door at the end of the forum. This organizational decision has been made for the safety and efficiency benefits to exhibitors and for the successful flow of the forum. Further details will be included in the Exhibition Technical Manual. EXHIBITION FLOOR PLAN Please visit the website for continuous updates on booth availability: Sponsorship and Exhibition Prospectus 14

16 ADDITIONAL INFORMATION FOR SPONSORS & EXHIBITORS Applications for Sponsorship and/or Exhibition must be made in writing with the enclosed booking enquiry form. CONTRACTS & CONFIRMATION SPONSORS Once a Sponsorship Booking Form is received a contract will be sent to you for signature with an accompanying invoice. This contract should be signed and returned with a 60% deposit payment to the Sponsorship. Upon receipt of the Sponsorship Booking Form the organiser will reserve the items listed in it. Completion of the Booking Form by the Sponsor shall be considered as a commitment to purchase the items. EXHIBITORS Once an Exhibition Booking Form is received a confirmation of exhibition will be mailed to you with an accompanying invoice. SPONSORSHIP TERMS & CONDITIONS Terms and Conditions of Sponsorship are included in this Prospectus and will be included in the Sponsorship agreement. 15 Sponsorship and Exhibition Prospectus

17 BOOKING PROCEDURES AND PAYMENT INFORMATION TERMS OF PAYMENT 60% upon receipt of the sponsorship agreement and first invoice 40% by January 14, 2012 All payments must be received before the start date of the Forum. Should the Sponsor fail to complete payments prior to the commencement of the Forum, the Organizer will be entitled to cancel the reservation while cancellation will be subject to cancellation fees as determined below. PAYMENT METHODS Option 1: Payment by check. Please make checks payable to: 8 th FENS Forum of Neuroscience. Option 2: Payment by Bank Transfer. Please make drafts payable to 8 th FENS Forum of Neuroscience. Bank Account: Credit Suisse Bank Geneva, 1211 Geneva 70, Switzerland, Bank Code 4835, Swift No. CRESCHZZ80A. Account Number: IBAN CODE: CH Bank charges are the responsibility of the payer CANCELLATION / MODIFICATION POLICY: Cancellation or modification of sponsorship items must be made in writing to the Industry and Liaison Sales Associate (Contact information can be found in the General Information Section, above.) The organizers shall retain: 10% of the agreed package amount if the cancellation/ modification is made before November 14, 2011 inclusive 50% of the agreed package amount if the cancellation/ modification is made between November 14, 2011 March 14, 2011 inclusive 100% of the agreed package amount if the cancellation/ modification is made after March 14, 2012 Sponsorship and Exhibition Prospectus 16

18 Please complete all details and send to: Ms. Rachel Bresinger, FENS 2012 SPONSORSHIP BOOKING FORM Kenes International, 1-3 Rue de Chantepoulet, CH 1211 Geneva 1, Switzerland Tel: ext: 966 Fax: CONTACT AND COMPANY NAME: NAME (as to appear in all Forum publications):... ADDRESS:... CITY:... POST / ZIP CODE:... COUNRTY:... TELEPHONE:... FAX: WEBSITE:... VAT NUMBER:... I would like to book the following Sponsorship Items: Special Scientific Gathering or Workshop Sponsorship item Price P Name Linkage to Plenary Speaker of the Forum Program Name Linkage to Symposium of the Forum Program Name Linkage to a Single Symposium Speaker of the Forum Program CD-ROM Forum Bags Notepads and Pens Cyber Center Coffee Breaks Pre Registration Area Laptop Lounge Poster Boards Signposting Hospitality Suites / Meeting Rooms Participants Badge Lanyards Advertising Call for Abstracts & Registration Brochure 13,000 (+VAT*) 11,000 (+VAT*) 11,000 (+VAT*) 3,000 (+VAT*) 8,000 (+ VAT*) 7,000 (+VAT*) + providedin-kind 3,000 (+VAT*) + providedin-kind 15,000 (+VAT*) 4,000 (+VAT*) 18,000 (+VAT*) 5,000 (+VAT*) 7,000 (+VAT*) 8,000 (+VAT*) Price depending on the size of the room 5,000 (+VAT*) 4,000 (+VAT*) Final Program 5,500 / 3,000 / 3,000 / 2,000 (+VAT*) Mini-Program Promotional Material Total Amount (please complete) VAT of Spain is currently at 18%--VAT charges are subject to change Provisional Booking The item will be released if not confirmed within 14 days Please call me to discuss our sponsorship package Please send me a sponsorship contract and first 60% deposit invoice 5,000 (+VAT*) 3,500 (+VAT*) Signature...Date Sponsorship and Exhibition Prospectus

19 EXHIBITION BOOKING FORM AND CONTRACT Please note that all acknowledgements of your company and listing of company name and address will be generated from the following information. Please complete and send to: Ms. Rachel Bresinger, FENS 2012 Kenes International, 1-3 Rue de Chantepoulet, CH 1211 Geneva 1, Switzerland Tel: ext: 966 Fax: CONTACT NAME:..._... NAME OF COMPANY:... NAME (as to appear in all Forum publications):... ADDRESS:... CITY:... POST / ZIP CODE:... COUNRTY:... TELEPHONE:... FAX: WEBSITE:... VAT NUMBER:... WE HEREBY APPLY TO BOOK EXHIBITION SPACE ONLY / SHELL SCHEME SPACE, THE COST OF WHICH IS Є 350 (+VAT*) /Є 425 (+VAT*) PER SQUARE METRE Choice Stand No Space Only/ Shell Scheme No. of Square Metres 1 st Choice Total Price 2 nd Choice 3 rd Choice VAT of Spain is currently at 18%--VAT charges are subject to change ** Please ensure that your VAT number appear on the booking form & contract, in order to allow VAT reclaim. Special notes: Please indicate if your stand must be located adjacent to or opposite the following companies, or if special configuration is needed Provisional Booking The booth will be released if not confirmed within 14 days Payment has been made by cheque/transfer, please forward me final confirmation and invoice Please send me a first deposit invoice for 60% of the total amount due We accept the contract terms and conditions (listed in this Sponsorship and Exhibition Prospectus) and agree to abide by the Guidelines for Industry Participation for the Forum. I am authorised to sign this form on behalf of the applicant/company. SIGNATURE:... DATE... Sponsorship and Exhibition Prospectus 18

20 VAT INFORMATION VAT (Subject to Change) All Sponsorship prices are exclusive of VAT, and are subject to VAT at the local rate which will be added to the invoice. Where applicable VAT fees can be claimed through: Mr. Richard Asquith TH/IF VAT Services Managing Director +44 (0) Work +44 (0) mobile Dolphin House 2-5 Manchester Street Brighton BN2 1TF, United Kingdom **The above informative details are indicated for your convenience and do not imply any responsibility on part of the organizer** ** Please ensure that your VAT number appears on the booking form & contract** 19 Sponsorship and Exhibition Prospectus

21 TERMS AND CONDITIONS These terms are the contractual agreement between the Organizer and the Exhibiting / Sponsoring Firm (Exhibitor/s / Sponsor/s). Application to Participate Application to participate will be considered only if submitted on the appropriate forms, duly completed. Registration will be confirmed insofar as space is available. Applicants will be informed in writing of the acceptance or refusal of their application. In case of refusal, all payments shall be fully refunded. In case of acceptance Sponsors/Exhibitor will be bound by the Terms and Conditions listed in the prospectus and/or contractual agreement. Obligations and Rights of the Exhibitor/Sponsor Registration implies full acceptance by the Exhibitors/Sponsors of the exhibition / sponsorship regulations. Any infringement of these regulations may lead to immediate withdrawal of the right to participate in the Forum without compensation or refund of sums already paid, and without prejudice to the Exhibitor/Sponsor. By submitting an application to participate, the Exhibitor /Sponsor make a final and irrevocable commitment to occupy the space / items allocated and to maintain his/her installation until the date and time fixed for closure of the event. The Exhibitor/Sponsor may only present on his/her stand or space the materials, products or services described in the application to participate. No advertising on behalf of firms not exhibiting is permitted in any form whatsoever. Transfer or sub-letting of all or part of the allocated spaces is prohibited. Obligation and Rights of Organizer The Organizer undertakes to allocate exhibition space/sponsorship items space as far as possible on the basis of the preference expressed by applicants. Application will be considered in order of receipt of application forms accompanied by payment. The Organizer reserves the right, in case of absolute necessity, to modify the positioning of stands, with no obligation to provide compensation to Exhibitors/Sponsors. The Organizer reserves the right to offer to a different firm any stand, space or sponsorship item that has not been occupied by the event of the opening of the Forum, with no obligation to provide compensation to the defaulting Exhibitor / Sponsor. Liability Insurance Equipment and all related display materials installed by Exhibitors / Sponsors are not insured by the Organizer, and the Organizer under no circumstances will be liable for any loss, damage or destruction caused to equipment, goods or property belonging to Exhibitors / Sponsors. The Exhibitor / Sponsor agrees to be responsible for his property and person and for the property and persons of his employees and agents and for any third party who may visit his space. The Exhibitor/Sponsor shall hold harmless the Organizer from any and all damages/claims including those usually covered by a fire and extended coverage policy. The Sponsor/Exhibitor will purchase insurance policies for the above listed damages. Exhibition Regulations The Exhibition Manager, acting under direction of the Organizing Committee, has the final decision as to the acceptability of displays. Exhibitors are not to share with others any space allotted to them without prior written consent by the Exhibition Manager. The Organizer reserves the right to alter the general layout or limit the space allotted to each Exhibitor / Sponsor, postpone the exhibition or transfer it to another site if unforeseen circumstances warrant such action. Should any contingency prevent the holding of the exhibition, the Organizer will not be held liable for expenses incurred other than the cost of exhibit space rental fees. All exhibits are to be displayed so as to avoid blocking aisles, obstructing adjoining booths, damaging the premises or the leased equipment. Exhibitors are kindly requested to allow sufficient seethrough areas, which ensure clear views of surrounding exhibits. In standard booths, height is restricted to 246cm. Exhibitors are responsible for the cost and execution of the design, installation and delivery of their display to (and its removal from) the exhibition site. Flammable materials are not to be used. Equipment displayed or demonstrated must be installed with strict adherence to safety measures. Exhibitors undertake to observe the timetable designated for completion of their display before the exhibition opening and its dismantling at the close of the exhibition. No dismantling or packing of the display before the designated hour. It is the Exhibitor s responsibility to pack and remove or consign for shipment all items of value prior to leaving their exhibit unattended, otherwise the Organizer will arrange for their removal at the Exhibitor s risk and expenses. Exhibitors are obliged to ensure that their stands are permanently staffed during the exhibition opening hours. Payment is to be made in accordance with the conditions of payment listed in the prospectus. Should the Exhibitor /Sponsor fail to make a payment on time, the Organiser is entitled to terminate the contract, withdraw confirmation of acceptance, make other arrangements for the stand/ sponsorship items or seek compensation for non-fulfilment of contract. Participation by Exhibitors/Sponsors is dependent upon compliance with all rules, regulations and conditions stated herein. Access to the exhibition is authorized on presentation of a badge issued by the Organizer. Exhibitors badges will not be mailed in advance and may be collected from the Exhibition Manager s desk. The Organizer ensures daily cleaning of the aisles. Exhibitors / Sponsors are responsible for the cleaning of their stands. The provision of refreshments for the participants by Exhibitors is only permitted if the catering regulations of the exhibition building concerned are observed. Exhibition areas and fittings made available to Exhibitors must be handed back in their original condition. In case of damage or loss of equipment provided, or damage to areas occupied, repair and replacement will be charged to the Exhibitor. Any special decoration or fittings must be submitted to the Organizer for prior authorization. Advertising panels and display are not permitted outside the exhibition areas allotted to Exhibitors. The Organizer will not approve stands, which do not comply with the accepted standards, until the necessary changes have been made. Code of Practice It is the Exhibitor s / Sponsor s responsibility to comply with the local authority s regulations, EFPIA (European Federation of Pharmaceuticals Industries & Associations) and IFMPA (International Federation of Pharmaceutical Manufacturers & Associations) Code of Practice on the Promotion of Medicines. Failure to comply with these regulations may not be used as a ground to declare the contract void. Failure to comply with the Rules and Regulations will not expose the Organiser to any suits, demands by the Sponsors/Exhibitor/any third party. Sponsorship and Exhibition Prospectus 20